LETTER OF REPRIMAND
[NOTE: All Letters affecting Disciplinary Actions are to be reviewed by an Employee Relations Specialist in the
Personnel Office prior to issuance. See instructions in Chapter 2 regarding supervisory-maintained personnel
To: Employee Name, Title
From: Supervisor Name, Title
Subject: Letter of Reprimand
This is an official letter of reprimand for failing to follow refuge policy concerning the
requirement to control dogs and other pets on refuge grounds.
On July 3, 199 , at approximately 5:00 p.m., you were observed by Refuge Manager Mary
Miller, and Volunteer Steve Smith on refuge grounds, in the south area of the shop with your 2
dogs, neither one of which was on a leash. On July 4, when I asked you about this incident, you
responded that you did not think you would get caught.
Refuge Manual, 5 RM 4.5 specifies that dogs and cats will not be kept on refuges if permitted to
roam uncontrolled. Dogs must be confined to a yard or trained to stay in the immediate vicinity
of the residence. General refuge regulations , which apply to the public as well as to employees,
state that dogs and other pets must be on a leash, except when directly involved in authorized
In deciding to issue this reprimand, I have considered the fact that (1) I reminded you during the
first week of June 199 of the regulatory restrictions concerning the control of dogs and other
pets on the refuge (This was in response to a previous report that your dog had been seen in an
unauthorized area of the refuge without a leash), and (2) you are a refuge law enforcement
officer and are expected to be aware of all refuge regulations, and to enforce and to comply with
(Include any action to be taken by the employee to prevent a recurrence of the infraction and
further disciplinary action, and action to be taken by the supervisor to assist the employee).
You are cautioned that any future misconduct of this nature or other misconduct, may result in
more severe disciplinary action, or removal from your position.
If you believe that personal, medical, or other problems are reasons for your misconduct, you
may provide documentation of the medical condition or raise these problems. You may also
contact the Employee Assistance Program at [telephone number] for assistance. If you wish to
provide medical documentation the Employee Relations Specialist in the Regional Personnel
Office at [telephone number] will provide you with information concerning medical documentation
A copy of this reprimand and any written explanation you may furnish will be placed in your
Official Personnel Folder (OPF) for a period of 2 years. This reprimand will be removed from
your OPF if you separate from the Service prior to the end of the two year period. The reprimand
may be removed (as appropriate) earlier than the expiration of the two year period if your
conduct is considered to warrant such.
You may file a formal grievance concerning this action in accordance with the procedures cited
in 227 FW3. The grievance should be filed with the Regional Personnel Officer, U.S. Fish &
Wildlife Service, 911 NE 11th Ave., Portland, OR 97232-4181. To be considered, the grievance
shall (1) be in writing, (2) set forth specifically the reasons for your grievance, (3) state the
specific corrective action desired, and (4) be submitted within fifteen (15) calendar days of your
receipt of this letter.
An allegation that the action taken against you was based in whole or in part on discrimination
because of race, color, religion, sex, age, national origin, physical or mental handicap, sexual
orientation, status as a parent or protected genetic information may be taken up with the Service
under the provisions of Part 1614 of the Equal Employment Opportunity Commission
Regulations provided such allegation is brought to the attention of an EEO Counselor within
forty-five (45) calendar days of the effective date of this action. Information about the Equal
Employment Opportunity (EEO) complaint procedure may be obtained from your EEO
Please sign below to acknowledge receipt. Your signature does not represent agreement or
disagreement with the contents, and by signing you will not forfeit any of your rights. However,
your failure to sign will not void the contents of this letter.
[NOTE: On a copy of the letter, type the following for the employee to sign:]
I acknowledge receiving this document.